Professional Business Associates
Human Resources Manual
Revised: 08/30/09
2011-2012 Edition
Welcome to Professional Business Associates
Thank you for joining Professional Business Associates. We hope you agree that you have a great contribution to make to the computer industry by way of Professional Business Associates, and that you will find your employment at Professional Business Associates a rewarding experience. We look forward to the opportunity of working together to create a more successful company. We also want you to feel that your employment with Professional Business Associates will be a mutually beneficial and gratifying one.
You have joined an organization that has established an outstanding reputation for quality. Credit for this goes to everyone in the organization. We hope you, too, will find satisfaction and take pride in your work here. As a member of the Professional Business Associates' team, you will be expected to contribute your talents and energies to further improve the environment and quality of the company.
This Human Resources Manual may provide answers to most of the questions you may have about Professional Business Associates’ benefit programs, as well as company policies and procedures. You are responsible for reading and understanding this Human Resources Manual. If anything is unclear, please discuss the matter with your manager.
I extend to you my personal best wishes for your success and happiness at Professional Business Associates.
Sincerely,
Nancy Wells
Nancy Wells, Chief Executive Officer
Professional Business Associates
Notice
This Human Resources Manual has been prepared to inform you of Professional Business Associates’ history, philosophy, employment practices, and policies, as well as the benefits provided to you as a valued employee.
Some Things You Must Understand
The policies in this Human Resources Manual are to be considered guidelines.
- Professional Business Associates, at its option, may change, delete, suspend or discontinue any part or parts of the policies in this Human Resources Manual at any time without prior notice as business, employment legislation, and economic conditions dictate.
- Any such action shall apply to existing as well as to future employees.
- Employees may not accrue eligibility for monetary benefits for which they have not become eligible through actual time spent at work.
- Employees shall not accrue eligibility for any benefits, rights, or privileges beyond the last day worked.
- Only the President of Professional Business Associates may alter or modify any of the policies in this Human Resources Manual. Any alteration or modification of the policies in this Human Resources Manual must be in writing.
- No statement or promise by a supervisor, manager, or department head, past or present, may be interpreted as a change in policy nor will it constitute an agreement with an employee.
Should any provision in this Human Resources Manual be found to be unenforceable and invalid, such finding does not invalidate the entire Human Resources Manual, but only that particular provision.
This Human Resources Manual supersedes any and all other or previous Professional Business Associates Human Resources Manuals or other Professional Business Associates policies whether written or oral.
Receipt and Acknowledgment
of Professional Business Associates
Human Resources Manual
Please read the following statements, sign below and return to your manager, supervisor, team leader or designated company representative.
Understanding and Acknowledging Receipt of Professional Business Associates Human Resources Manual
I have received and read a copy of the Professional Business Associates Human Resources Manual. I understand that the policies and benefits described within are subject to change at the sole discretion of Professional Business Associates at any time.
At-Will Employment
I further understand that my employment is at-will, and neither I nor Professional Business Associates has entered into a contract regarding the duration of my employment. I am free to terminate my employment with Professional Business Associates at any time, with or without reason. Likewise, Professional Business Associates has the right to terminate my employment or otherwise discipline, transfer, or demote me at any time, with or without reason, at the discretion of Professional Business Associates. No employee of Professional Business Associates can enter into an employment contract for a specified period of time or make any agreement contrary to this policy without the written approval from the President & CEO.
Confidential Information
I am aware that during the course of my employment confidential information will be made available to me, for instance, product designs, marketing strategies, customer lists, pricing policies and other related information. I understand that this information is proprietary and critical to the success of Professional Business Associates and must not be given out or used outside of Professional Business Associates’ premises or with non-Professional Business Associates employees. In the event of termination of employment, whether voluntary or involuntary, I hereby agree not to utilize or exploit this information with any other individual or company.
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Employee Name (printed)Position
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Employee SignatureDate
Contents
An Overview of Professional Business Associates...... 8
About Professional Business Associates...... 8
What You Can Expect From Professional Business Associates...... 8
What Professional Business Associates Expects From You...... 9
Open Communication Policy...... 10
Suggestions...... 10
Employment...... 10
Termination of Your Employment...... 11
Confidential Information...... 11
Customer Relations...... 12
Equal Employment Opportunity...... 12
Harassment Policy...... 13
What Is Harassment...... 13
Responsibility...... 13
Reporting...... 14
How You Were Selected...... 14
Employee Background Check...... 15
Standards of Conduct...... 15
Unacceptable Activities...... 15
Disciplinary Actions...... 17
Introductory Period...... 17
Work Schedule...... 18
Business Hours...... 18
Attendance...... 18
Absence or Lateness...... 18
Meal and Break Periods...... 18
Employment Classifications...... 19
Full-Time Employees...... 19
Part-Time Employees...... 19
Compensation...... 20
Wage and Salary Policies...... 20
Compensation Philosophy...... 20
Basis for Determining Pay...... 20
Pay Period and Hours...... 20
Paycheck Distribution...... 20
Computing Pay...... 20
Mandatory Deductions From Paycheck...... 21
Overtime Pay...... 21
Performance and Compensation Reviews...... 21
Performance Reviews...... 21
Compensation Reviews...... 22
Benefits...... 22
Eligibility for Benefits...... 23
Insurance Coverage...... 23
Group Insurance...... 23
Health/Dental/Vision Insurance...... 24
Disability Insurance...... 24
Life and Accidental Death and Dismemberment Insurance...... 24
Employee Assistance Program...... 25
Government Required Coverage...... 25
Workers’ Compensation...... 25
Unemployment Compensation...... 25
Social Security...... 26
Leaves...... 26
Paid Leaves...... 26
Holidays...... 26
Vacations...... 27
Sick Leave...... 28
Personal Leave...... 28
Military Leave...... 29
Unpaid Leaves...... 29
Safety...... 30
General Employee Safety...... 30
Reporting Safety Issues...... 30
Weapons...... 31
Fire Prevention...... 31
In Case of Fire...... 31
Emergency Evacuation...... 32
Housekeeping...... 32
Office Safety...... 33
Property and Equipment Care...... 33
Security...... 33
Smoking...... 34
Separation of Employment...... 34
Termination...... 34
Insurance Conversion Privileges...... 34
Exit Interviews...... 34
Return of Company Property...... 35
Workplace Policies...... 35
Communications...... 35
Community Activities...... 35
Company and Department Meetings...... 36
Computer Software (Unauthorized Copying)...... 36
Computers, Electronic Mail, and Voice Mail Usage Policy...... 36
Drug-Free Workplace Policy...... 37
Gifts...... 38
Personal Use of Company Property...... 38
Use of Company Vehicle...... 38
Violence in the Workplace Policy...... 39
Employee Dress Code...... 39
An Overview of Professional Business Associates
About Professional Business Associates
Professional Business Associates develops and sells software, hardware, and services. The services provided are:
- Systems analysis
- Software development and design
- Marketing
- Training development
- Hardware and software sales
This large corporation has a branch office in the capital of each membership state. The corporate headquarters is located at 5454 Cleveland Avenue in Columbus, OH43231-4021, and has 200+ employees. Management includes:
Chief Executive OfficerNancy Wells
Financial Services DepartmentHarvey Rosen
Information Technology DepartmentTom Carlson
Human Resources DepartmentJulie Smith
Marketing DepartmentRoger Meyer
Administrative Support DepartmentEdna Renick
What You Can Expect From Professional Business Associates
Professional Business Associates believes in creating a harmonious working relationship between all employees. In pursuit of this goal, Professional Business Associates has created the following employee relations objectives:
1.Provide an exciting, challenging, and rewarding workplace and experience.
2.Select people on the basis of skill, training, ability, attitude, and character without discrimination with regard to age, sex, color, race, creed, national origin, religious persuasion, marital status, political belief, or a disability that does not prohibit performance of essential job functions.
3.Compensate all employees according to their effort and contribution to the success of our business.
4.Review wages, employee benefits, and working conditions regularly with the objective of being competitive in these areas consistent with sound business practices.
5.Provide vacation/sick leave/paid time off and holidays to all eligible employees.
6.Provide eligible employees with health and welfare benefits.
7.Assure employees, after talking with their manager, an opportunity to discuss any issue or problem with the officers of Professional Business Associates.
8.Take prompt and fair action of any complaint which may arise in the everyday conduct of our business, to the extent that is practicable.
9.Respect individual rights, and treat all employees with courtesy and consideration.
10.Maintain mutual respect in a working relationship.
11.Provide buildings and offices that are comfortable, orderly, and safe.
12.Promote employees on the basis of their ability and merit.
13.Make promotions or fill vacancies from within Professional Business Associates, whenever practical.
14.Keep all employees informed of the progress of Professional Business Associates, as well as the company’s overall goals and objectives.
15.Promote an atmosphere in keeping with Professional Business Associates’ vision, mission, and goals.
What Professional Business Associates Expects From You
Professional Business Associates needs your help in making each working day enjoyable and rewarding. Your first responsibility is to know your own duties and how to do them promptly, correctly and pleasantly. Secondly, you are expected to cooperate with management and your fellow employees and to maintain a good team attitude.
How you interact with fellow employees and those whom Professional Business Associates serves, and how you accept direction can affect the success of your department. In turn, the performance of one department can impact the entire service offered by Professional Business Associates. Consequently, whatever your position, you have an important assignment: perform every task to the very best of your ability.
You are encouraged to grasp opportunities for personal development offered to you. This manual offers insight on how you can perform positively and to the best of your ability to meet and exceed the expectations of Professional Business Associates.
We strongly believe you should have the right to make your own choices in matters that concern and control your life. We believe in direct access to management. We are dedicated to making Professional Business Associates a company where you can approach your manager, or any member of management, to discuss any problem or question. We expect you to voice your opinions and contribute your suggestions to improve the quality of Professional Business Associates. (Please take a look at the “Suggestions” Policy under Standards of Conduct section.)
Remember, you help create the pleasant and safe working conditions that Professional Business Associates intends for you. The result will be better performance for the company overall and personal satisfaction for you.
Open Communication Policy
Professional Business Associates encourages you to discuss any issue you may have with a co-worker directly with that person. If a resolution is not reached, please arrange a meeting with your manager to discuss any concern, problem, or issue that arises during the course of your employment. Any information discussed in an Open Communication meeting is considered confidential. Retaliation against any employee for appropriate usage of Open Communication channels is unacceptable. Please remember it is counterproductive to a harmonious workplace for employees to create or repeat corporate rumors or office gossip. It is more constructive for an employee to consult his/her manager immediately with any questions.
Suggestions
We encourage all employees to bring forward their suggestions and good ideas about how our company can be made a better place to work, our products and services improved, and our service to customers enhanced. When you see an opportunity for improvement, please talk it over with your manager. She/he can help you bring your idea to the attention of the people in the company who will be responsible for possibly implementing it.
All suggestions are valued and listened to. When a suggestion from an employee has particular merit, we provide for special recognition of the individual(s) who had the idea.
We have created a form to help you communicate your ideas and suggestions. We call it the “Bright Idea Form.” You can get a copy of the form from your manager at any time. It’s a template written to help you define the problem or situation, describe an ideal situation and your proposed solution, as well as list the requirements necessary for implementing your plan. The form also insures that you get maximum recognition for your contribution.
Employment
At-Will Employment
Your employment with Professional Business Associates is at-will. This means that neither you nor Professional Business Associates has entered into a contract regarding the duration of your employment. You are free to terminate your employment with Professional Business Associates at any time, with or without reason. Likewise, Professional Business Associates has the right to terminate your employment, or otherwise discipline, transfer, or demote you at any time, with or without reason, at the discretion of Professional Business Associates.
No employee of Professional Business Associates can enter into an employment contract for a specified period of time, or make any agreement contrary to this policy without written approval from the President & CEO.
Termination of Your Employment
Professional Business Associates will consider you to have voluntarily terminated your employment if you do any of the following:
1.Resign from Professional Business Associates,
2.Fail to return from an approved leave of absence on the date specified by Professional Business Associates, or
3.Fail to report to work or call in for three (3) or more consecutive workdays.
You may be terminated for poor performance, misconduct, excessive absences, tardiness, discrimination, harassment, or other violations of Professional Business Associates policies. However, your employment is at-will, and you and Professional Business Associates have the right to terminate your employment for any or no reason.
Confidential Information
Upon accepting employment with Professional Business Associates, you were asked to sign a Confidentiality Agreement, which generally provides that you will not disclose or use any Professional Business Associates confidential information, either during or after your employment. We sincerely hope that our relationship will be long-term and mutually rewarding. However, your employment with Professional Business Associates assumes an obligation to maintain confidentiality, even after you leave our employ.
Additionally, our customers and suppliers entrust Professional Business Associates with important information relating to their businesses. The nature of this relationship requires maintenance of confidentiality. In safeguarding the information received, Professional Business Associates earns the respect and further trust of our customers and suppliers.
If you are questioned by someone outside the company or your department and you are concerned about the appropriateness of giving them certain information, you are not required to answer. Instead, as politely as possible, refer the request to your manager.
No one is permitted to remove or make copies of any Professional Business Associates records, reports or documents without prior management approval. Disclosure of confidential information could lead to termination, as well as other possible legal action.
Customer Relations
The success of Professional Business Associates depends upon the quality of the relationships between Professional Business Associates, our employees, customers, suppliers and the general public. Our customers’ impression of Professional Business Associates and their interest and willingness to purchase from us is greatly formed by the people who serve them. In a sense, regardless of your position, you are Professional Business Associates ambassador. The more goodwill you promote, the more our customers will respect and appreciate you and Professional Business Associates’ products and services.
Below are several things you can do to help give customers a good impression of Professional Business Associates. These are the building blocks for our continued success.
1.Act competently and deal with customers in a courteous and respectful manner.
2.Communicate pleasantly and respectfully with other employees at all times.
3.Follow up on orders and questions promptly, provide businesslike replies to inquiries and requests, and perform all duties in an orderly manner.
4.Take great pride in your work and enjoy doing your very best.
These policies apply to all areas of employment, including recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation benefits, social and recreational programs, and all other conditions and privileges of employment in accordance with applicable federal, state and local laws.
Equal Employment Opportunity
Professional Business Associates is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. Professional Business Associates complies with the law regarding reasonable accommodation for handicapped and disabled employees. Professional Business Associates’ president has issued the following policy stating Professional Business Associates’ views on this matter.
It is the policy of Professional Business Associates to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). Professional Business Associates will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability. Professional Business Associates will also make reasonable accommodation wherever necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the essential duties and assignments connected with the job and provided that any accommodations made do not impose an undue hardship on Professional Business Associates.